Office Manager

Philadelphia, PA, United States

Job Description Job Description

Position Title: Office Manager

Position Purpose and Objectives

An office manager is responsible for all office administration, reception and assistance as required by the president/CEO and other office personnel.

· Ensure office coverage

· Maintain excellent communication with clients

· Ensure company administrative needs are met

· Ensure finances are kept up to date

Department: Administration

Department Supervisor: X

Direct Supervisor: Owner/CEO/President/General Manager

Direct Reports: Administrative staff

Employment Status: ☐ Exempt (salaried) or ☒ Nonexempt (hourly)

Specific Duties, Functions and Responsibilities

· Supervise, schedule and train staff for adequate office coverage

o Supervise all administrative staff

o Handle administrative duties

o Recommend hiring and dismissals of administrative personnel when necessary

o Ensure administrative personnel are trained in skills necessary to meet expectations

· Human resource management

o Maintain accurate files on all company employees, including employment documentation, performance reviews and training records

o Manage employee benefits

· Prioritize customer needs regarding office experiences, whether in person or by phone, email or some other method

o Prioritize and train others to prioritize customer service

o Ensure all office personnel answer phones and other correspondence professionally and efficiently

o Return correspondence within business hours

· Manage the office, including supplies and upkeep

o Assume responsibility for all office equipment in working order

o Maintain stock of office and common area supplies

o Manage cleaning service

o Responsible for ensuring office closing

o Ensure voicemail, email and website notifications regarding office hours, holidays and other relevant information are up to date

· Serve company personnel as needed

o Prepare bid documents, sales packets and other customer-facing materials

o Arrange travel, meetings and other events as need arises

o Register company personnel for training as requested

· Finances and administration, including accounts receivable, accounts payable, payroll and billing

o Bookkeeping

o Billing

o Accounts receivable

o Accounts payable

o General ledger

o Timesheets

o Payroll

o Manage tax filings

o Contract documents

o Insurance certificates

Required Knowledge, Skills and Abilities

Work Skills – Office managers must manage multiple ongoing projects and priorities with professionalism and accuracy.

Work preferences – should enjoy unpredictability and problem solving

Effective communication – the ability to convey information, concepts and concerns to people with differing communication styles

Language skills - Ability to read, analyze and interpret written instruction and work-related documents

Oral communication

· Participate in meetings

· Speak in a clear and professional manner

Written communication

· Able to read and interpret written information

· Write legibly and informatively

· Write in a clear and professional manner

Mathematical skills - the ability to perform relevant to level of service

Add, subtract, multiply, divide in all units of measure, using whole numbers, common fractions and decimals

Technology – the ability to use phones, tablets and other technology tools; Internet, project management, spreadsheets, word processing, estimating and accounting

Safety and security

· Observe safety and security procedures

· Report potentially unsafe conditions

· Use equipment and materials properly and effectively

Cost consciousness

· Align work with company's strategic goals

· Develop and implement cost saving measures

· Protect and conserve company resources

· Work within approved budget

· Understand financial implications of decisions

Planning/organizing – prioritizes and plans work activities; organizes or schedules service department employees and their tasks

Relational Interaction – Office managers must exhibit the ability to manage work flow, staff and customer relationships.

Customer service

· Manage difficult or emotional customer situations

· Respond to request for service and assistance

· Solicit customer feedback to improve service

Problem solving

· Ability to apply common sense understanding to carry out instructions furnished in written, oral or graphic form

· Focus on solving conflict in a non-blaming environment

· Gather and analyze information skillfully

· Identify and resolve problem in a timely manner

· Use reason even when dealing with emotional topics

Company approach – must be able to build and develop productive working relationships with other personnel

Supervision – coaches staff members; seeks to develop supervisory skills

Leadership, Management and Teamwork - Office managers must exhibit the ability to work well with others within a company system.

Leadership – motivates others to perform

· Encourage growth in co-workers

· Exhibit confidence in self and others

· Make self available to crew, staff and customers

· Provide regular performance feedback

Management – ability to juggle schedules, details and outcomes

· Appropriately delegate work assignments

· Coordinate projects

· Good at multitasking to complete task in a timely manner

· Implement and execute discipline and incentive policies

· Organize or schedule other people and their tasks

Teamwork – ability to work with others in order to accomplish goals

· Ability to build morale and group commitments to goals and objectives

· Balance team and individual responsibilities

· Demonstrates open communication

· Provide positive feedback

Education and Experience

Essential

· High school diploma or equivalent

· 2 years of general office experience

· English fluency

· Ability to use and learn business technology

· Working knowledge of Microsoft Office

· Experience with accounting and payroll skills and software

· Ability to work occasional overtime

· Notary Public

Preferred

· Bilingual fluency

· Valid driver’s license

· Specialized training, such as, accounting, business management, legal

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